Snow Removal RFP.docx

REQUEST FOR PROPOSAL (RFP) & SCOPE OF WORK

Commercial Snow Removal & Ice Management Services Property Name: Ted Stevens Marine Research Institute, UAF Lena Point Fisheries Facility Property Location: 17109 Point Lena Loop Road, 17101 Point Lena Loop Road, Juneau AK 99801 Contract Period: November 1, 2026 – April 30, 2027

1. Objective & Scope Summary DOC – NOAA- NMFS is soliciting proposals from qualified, licensed, and insured contractors to provide comprehensive winter maintenance services. The objective is to maintain safe, slip-free, and fully accessible parking areas, driveways, building entrances, and walkways for tenants, visitors, and emergency vehicles throughout the winter season.

2. Key Specifications & Performance Standards Trigger Depths & Operating Hours

· Service Trigger: Automatic dispatch for plowing and shovel crews shall occur upon accumulation of 2.0 inches of snowfall (or immediately upon freezing rain/icing events).

· Completion Deadline: All parking areas, main driving lanes, and primary pedestrian walkways must be cleared and de-iced by 7:00 AM daily.

· Continuous Operations: During ongoing heavy snowfall events, main driving lanes and primary walkways must be maintained continuously to allow safe traffic flow. Final clean-up and full parking bay clearing shall be completed after the storm subsides.

Parking Lot & Driveway Plowing: approximately 200,000 SF of parking lot and 1500 Linear ft of two lane road.

· Equipment: Contractor shall supply all snow moving equipment. Contractor shall use appropriately sized commercial trucks, plows, skid steers, or loaders to manage heavy, wet snow without causing damage to asphalt, curb lines, light poles, or landscaping.

· Snow Stacking: Snow shall be pushed to designated snow storage zones indicated on the site map (Appendix A). Snow shall not be stacked in a manner that:

· Blocks fire hydrants, utility meters, trash enclosures, or storm drains.

· Impairs driver sightlines at property egress points.

· Eliminates accessible (ADA) parking spaces or loading zones.

Parking Lot Sanding & Traction Control

· Coarse aggregate/sanding material shall be applied to driving lanes and parking aisles whenever packed snow or ice creates slippery conditions.

· Sanding must occur immediately following plowing operations or freezing rain events.

Sidewalk, Stairs, & Entry Clearing: approximately 7000sqft of sidewalk and entry ways

· Pedestrian paths, main building entryways, emergency exits, stairs, and ADA ramps must be hand-shoveled, blown, or power-broomed with contractor supplied equipment, down to bare pavement.

· Snow must be cleared to the full width of the sidewalk, not just a single path.

Ice Melt & Chemical Application

· Material Spec: Contractor shall use eco-friendly, concrete-safe chemical deicers (e.g., Calcium Chloride or Magnesium Chloride blend) on all concrete stairs, entries, and sidewalks. Standard rock salt () is prohibited on decorative or concrete entryway surfaces.

· De-icing material must be applied proactively during ice/freezing rain events and reactively after shovel clearing.

3. Supplementary Services (Upon Request / As-Needed)

· Snow Hauling Off-Site: When on-site snow storage zones reach capacity, Contractor shall provide snow relocation/hauling services upon written approval from Property Management. Quote hourly loader and dump truck rates separately.

· Roof Snow Clearing / Overhang Icicle Removal: Provide unit/hourly pricing for clearing excessive roof snow buildup or hazardous overhang icicles threatening pedestrian walkways.

4. Contractor Responsibilities & Liability Protection

1. Pre-Season Site Walk: Contractor and Property Manager shall conduct a joint site walkthrough prior to October 15 to inspect pavement condition, mark curb lines/obstacles with high-visibility snow stakes and confirm snow stacking zones.

2. Damage Property Liability: Contractor is responsible for repairing any damage to curbs, asphalt, light poles, turf, or building structures caused by equipment operations. Repairs must be completed by June 1 following the winter season.

3. Log & Record Keeping: Contractor must maintain detailed service logs for every visit, including:

· Arrival and departure times.

· Weather conditions and snow depth.

· Specific services performed (plowing, shoveling, sanding, ice melt quantity).

Log records must be submitted with monthly invoices to defend against slip-and-fall claims.

4. Insurance Requirements: Contractor must carry and maintain throughout the term:

· Commercial General Liability: Minimum $2,000,000 per occurrence / $4,000,000 aggregate (with Snow/Ice Removal Endorsement).

· Automobile Liability: Minimum $1,000,000 combined single limit.

· Workers' Compensation: Statutory limits.

5. Bid Submission Schedule & Pricing Sheet Proposals must be submitted by [Insert Submission Date]. Bidders should provide pricing under the following structures:

Option A: Fixed Seasonal Contract (Flat Rate per Month) Total fixed rate for complete seasonal coverage (Nov 1 – Apr 30), billed in 6 equal monthly installments:

$_________________ / month (Total Season: $_________________) Option B: Per-Push / Time & Materials Pricing

Submission Requirements Required Attachments: Certificate of Insurance (COI), W-9, List of Equipment to be deployed, and 3 Commercial References.